How to Sell on eBay – Ultimate Guide!

In General: If you have a bidder who is not responding to your e-mail request for payment, or is not paying you in a timely manner, or has given you a hot check, this is a list of suggestions and advice for the things you can do. The term “buyer” in this list will refer to a back-out winning bidder, a non-paying winning bidder, or a winning bidder who pays with a non-sufficient-funds check. Slow Payer or Non-Responding Bidder: Remember: This is business! You expect a winning bidder to pay you promptly, and you comply with eBay rules and policies. Your status as a seller with a good reputation is important to your success in business and you’re continuing to doing business on eBay.

Selling On Ebay Tutorial
Selling On Ebay Tutorial

It is very important in business to set your own policies about how you will conduct your business and remain very calm when dealing with difficult situations or difficult people. A calm, unemotional manner in dealing with the public can ensure your success in business.

Simple steps

1. Keep good notes and document everything about the transaction. Print out hard copies of:

(a) all your e-mail correspondence to and from the buyer: (b) the auction listing; and (c) the End-of-Auction Notice from eBay.

2. Develop your own policy about the time limit in which you expect to be paid after the auction is over, such as a 12-day time limit for receipt of payments.

3. State your time limit for receipt of payment in your auction listings and in your payment-request e-mails, such as “Payment must be received within 12 days after the auction ends.”

4. On the fourth day after the auction ends, if you have not received a reply from the buyer to your payment-request letter, send another e-mail which states something similar to this:

“I have not heard from you about whether or not you are sending your payment for this auction. Please let me know within 24 hours [or whatever time limit you prefer] whether or not you intend to complete this transaction.”

5. When writing an e-mail to the buyer: Be very firm, but polite, and make specific points about what you expect from the buyer. Set a deadline for compliance and tell the buyer what it is.

Remember: You do have the right to insist that the buyer complete the transaction. You do have the right to insist that the buyer comply with the terms of your policies, especially if they are stated clearly in your auction listings and payment-request letters. You can refuse to accept payment after the deadline you have determined is right for you. You can refuse to do business with anyone you feel uncomfortable doing business with.

Do NOT engage in any personal attacks against the buyer’s character or personality.

Refuse to participate in any arguments that the buyer may present. For instance, you do not have to decide if the buyer’s mother/father/child or another relative really died, nor do you have to believe that the buyer has any catastrophic problems which prevented the buyer from paying you. What you HAVE to do is deal with the problems as they occur and remain calm and act in a professional manner at all times.

Giving the buyer an extension to pay later than your normal deadline is okay if you feel alright about doing that. If you do decide to give the buyer an extension to pay beyond your normal deadline, remember that you are granting a gift which you do NOT have to give, and you can decide what you want to do about agreeing to an extension, depending on how you feel about it.

  • Do NOT make any statements that could be interpreted as threats. (Threats against an eBay user are against eBay’s rules.)
  • Do NOT threaten to leave negative feedback if the buyer does not pay. (Threats of negative feedback are against eBay’s rules.)

6. Do not engage in any activity that is against eBay’s rules or is illegal.

  • Do not contact other sellers who have open auctions that the buyer has bid on (this is called “auction interference” and is against eBay’s rules). *See the “Note About Contacting Other eBay Users” below.
  • Do not post any personal information about the buyer on any of eBay’s boards. Specifically forbidden by eBay is the posting of another user’s e-mail address, name, mailing address, or any personal information. Also, new interpretations of the board rules on eBay include being forbidden to post about any user who is no longer registered or any posting of auction reports or member violations. Click here to read eBay’s Board Rules:
  • For a list of activities which are against eBay’s rules, read eBay’s Safe Harbor Information at this URL:

7. If the buyer behaves in a manner which is against eBay’s rules, use eBay’s form to report such violations of eBay’s rules:

8. If payment is not received within your time limit, notify the buyer by e-mail, and give the buyer a deadline to reply (24 hours or 3 days).

9. Request the buyer’s user-registration information from eBay by going to this URL and completing the form:

This is especially helpful if you are not getting a response from the buyer because your request for the buyer’s eBay registration information will automatically notify the buyer of your request and provide the buyer with your user-registration information, which might provoke a response from the buyer.

It is important to obtain the buyer’s user-registration information from eBay as soon as you realize you are having a problem with the buyer paying you, because you will NOT be able to obtain that information if the buyer’s registration is canceled or suspended by eBay.

If the buyer is no-longer-registered on eBay, contact eBay support for the seller’s user’s registration information, by using the support form at this location:

10. Attempt to contact buyer by phone (and proceed as suggested in numbers 5 and 6 above).

You do NOT have to do this, it is only a suggestion, and the cost of a phone call may not be worth it to you. However, many users do succeed in completing the transaction by contacting a buyer by phone, which they were unable to achieve by e-mail.

11. Leave a request for the buyer to contact you on eBay’s Emergency Board. Also check the Emergency Board to see if the buyer left a message there about not being able to complete transactions on eBay. Catastrophic events do happen, such as illness or death in the family, computer failure, bad weather and loss of electricity, etc., and it is helpful to know that if the buyer is not responded for a good reason.

The URL for the Emergency Board is:

12. If you do not receive payment within your deadline or receive an appropriate response from the buyer:

(a) Send the buyer an e-mail notice which states that you are canceling the transaction. Also, state that you are forbidding the buyer to ever bid on your auctions again, that you will cancel any bids made by the buyer on your auctions in the future, and that you will request that eBay suspend the buyer’s user privileges if the buyer bids on your auctions again.

(b) Block the user ID of the bidder so that the bidder cannot bid on your auctions. You can block any user from biding on your auctions by setting an option found on the selling page in My eBay. Click here to sign in at My eBay:

(c) File eBay’s Non-Paying Bidder Alert and then file a Final Value Fee Credit Request.

You MUST file a Non-Paying Bidder Alert (1) before you may request a final value fee credit, and (2) within 45 days of the end of auction.

10 days after you file for the Non-Paying Bidder Alert, you can then file for eBay’s refund of the Final Value Fee, if you have not received payment by then.

eBay sends warning letters to all winning bidders when the seller files a Non-Paying Bidder Alert and requests a Final Value Fee refund. After three deadbeat-bidder warnings, eBay will suspend the user’s registration.

(c) Re-list your item, if you wish to.

(d) Leave appropriate feedback in the buyer’s feedback file on eBay at this URL:

Use a professional tone when leaving feedback, leaving out all emotional responses to the buyer’s behavior in not paying you. State the problem in factual terms, such as: “Payment NOT received 4 weeks after auction ended” or “No response or payment after 4 weeks.” Do NOT use derogatory terms about the buyer’s character or behavior.

Keep it non-personal, non-emotional, and non-flaming. You can suggest in your feedback that anyone in need of more information can contact you, but be careful about what you post. eBay can and will remove feedback under certain circumstances, and eBay specifically forbids: Feedback that makes any reference to an eBay or law enforcement organization investigation, i.e., “eBay is investigating this person.”

For more information on eBay’s Feedback policies, go to these locations: eBay Feedback Removal Policy eBay Feedback Forum

It’s best to NOT post negative feedback until after you have exhausted all possible means of communicating with and obtaining payment from the buyer.

You must post feedback within 90 days of the auction’s end, or you may not be able to do so after that, because the auction will no longer be available in eBay’s public data base. It is NOT always in your best interests to file negative feedback, and it certainly is NOT advisable to do so before you have exhausted other methods to attempt to complete the transaction.

If the buyer leaves you negative feedback, remain calm and post a neutral explanation in response to the negative feedback (replies can be left from your feedback page). Most experienced eBay users are knowledgeable about retaliatory feedback, and it is relatively easy to recognize retaliatory feedback in a seller’s file, especially when the seller does not have other similar complaints or similar negative feedback from other users.

See the Square Trade section of this article, for information about getting feedback removed.

Arbitration and Mediation Services:

If your problem with the buyer is one that might be resolved with the help of a third-party arbitrator or mediator service, file a report with such a service. Most arbitration and mediator services do charge fees. eBay recommends Square Trade, which offers an online dispute resolution service, which is a voluntary service, meaning that a buyer and seller do not have to agree to the suggestions that the service makes in an attempt to settle the dispute. You can go to eBay’s page to get more information about Square Trade by clicking the link below:

or visit Square Trade’s site at this location:

However, it may not be worth the cost of using Square Trade, if the buyer does not respond to or cooperate with Square Trade’s efforts. Arbitration services rely on voluntary compliance, and the buyer may choose to ignore all attempts at arbitration.

New: eBay now allows the removal of negative feedback, if you pay Square Trade, and if the other user does not respond, or if buy buyer and seller agree through arbitration to remove the negative feedback.

If the Buyer Gave You a Non-Sufficient-Funds Check or Stopped Payment on a Check:

Returned Checks: If the buyer stopped payment on the check, and you had already shipped the item, you can get help through the fraud sites and other agencies listed below. You may also wish to obtain the services of an attorney. For help in finding an attorney or obtaining legal advice, click the link below:

NSF Checks: Remember: The buyer knows long before you find out from your bank that the check is NSF, because the buyer’s bank notifies the buyer promptly. Your bank may attempt to clear the check twice, and you may not receive notice from your bank until 3-6 weeks after the check was deposited. If the buyer has not contacted you about the check being NSF by the time you find out the check is NSF, you can be reasonably sure that you will need to take further steps to collect from the buyer, including legal and criminal ones.

1. E-mail the buyer and request immediate payment of the amount due, plus your bank’s fees for a NSF deposit. You may want to state that this payment may be made by money order or cashier’s check ONLY.

2. Do NOT return the NSF check to the buyer until you have received a valid payment for it. Request that the buyer send you a stamped self-addressed envelope for the return of the NSF check.

3. If your bank did not attempt to clear the check twice, deposit the NSF check again.

4. You may request that your bank “protest” the check. This means that the check will be held at the buyer’s bank until sufficient funds are deposited to pay the check. The buyer’s bank may not like this, and may refuse to allow the buyer to do business at the bank again. However, your bank may charge you an expensive fee to protest the check, so ask first how much it will cost to protest the check.

5. If you are unable to obtain payment for the NSF check:

(a) Send the buyer a letter by certified mail/return receipt request, stating that unless you have payment within _____ days (10 days or 2 weeks is probably a long enough time), you will be turning the matter over to law enforcement officials. Be sure to include all the fees your bank charged you in the amount you expect the buyer to pay, plus your costs for the certified letter. Keep a copy of this letter, and when the return receipt is received (or your letter is returned undeliverable) keep it with the copy of your letter to show to law enforcement officials.

(b) Contact your local sheriff or law enforcement agency to file a complaint against the NSF check writer. Also contact the law enforcement agency in the buyer’s area and file a complaint.

(c) Notify eBay of the problem and about all charges and complaints filed with legal authorities, by using its Support Form at this location:

Also provide eBay with copies of all legal complaints and actions filed by you against buyer by mail to:

Attention: Fraud Prevention eBay 2145 Hamilton Avenue San Jose, CA 95125-5905

(d) Leave appropriate feedback in the buyer’s feedback file on eBay, following the guidelines for leaving feedback listed above.

(e) Notify the buyer’s Internet Service Provider (ISP) of all charges and complaints filed with legal authorities, by e-mail to support@[ISP name].[com or net] or to go seller’s ISP site and find a place to e-mail the webmaster of the ISP.

(f) If you feel that you have been defrauded, file complaints with the agencies listed below. These organizations have the power to investigate and initiate legal proceedings that your local police may not have. Often a report to one of these agencies will result in the prompt payment of money due to you, once an investigation is initiated.

(1). File a fraud report with the FBI. The Internet Fraud Complaint Center (IFCC),, is for consumers and businesses to report suspected internet frauds. The Internet Fraud Complaint Center is a partnership between the Federal Bureau of Investigation (FBI) and The National White Collar Crime Center (NW3C). For victims of internet fraud, the IFCC provides an easy-to-use form to report fraud. For law enforcement agencies, the IFCC provides a depository for information, help with identifying fraud trends, and access to statistics on fraud trends.


To file a complaint, click here:

(2) If the transaction involved the use of the United States Postal Service (the buyer mailed the NSF check to you), file a Mail Fraud complaint with the Postal Inspector’s Office.

Click here to file the Mail Fraud Complaint Form:

It does help to file a Mail Fraud Complaint, because not many people will refuse to make good on an NSF check, when the Postal Service notifies them that a Mail Fraud Complaint is being investigated.

(3) Feel free to contact the National Fraud Information Center if you have questions concerning fraud. You can prevent future fraud by filing a complaint at this URL: Several people who filed a report with this organisation have reported that they received a refund of their money, so do file a complaint with the NFIC.

(4) There is also the International Web Police, which is an organization to protect the Global Internet Community. You can file a report there:

(5) Another private organization, which reports consumer complaints to agencies that are interested in investigating and taking action, is The National Consumer Complaint Center for Internet Fraud, False Advertising, and Breached Warranties and you can file a complaint there:

(6) File a complaint with the Federal Trade Commission. While the FTC does not resolve individual consumer problems, the FTC does compile complaint data and investigates criminal activity, and your complaint will help the FTC to investigate fraud and can lead to law enforcement action. You can fill out the Complaint Form at or go to the Federal Trade Commission Web Site at: and click on Complaint Form (at the bottom of the page) to report an internet scammer.

You can also file a complaint about Internet auction fraud with the Federal Trade Commission by calling the FTC toll-free at 1-877-FTC-HELP (382-4357).

The FTC also has a helpful article for buyers and sellers titled “Internet Auctions: Secrets of Success” at this location:

Also, the FTC has a publication titled “Internet Auctions: A Guide for Buyers and Sellers,” that offers more information about Internet auctions. You can order a copy of the guide at: or by calling the FTC toll-free at 1-877-FTC-HELP (382-4357).

Also, the FTC provides a host of pamphlets to help consumers recognize the warning signs of various financial cons at:

(7) File a complaint with your State Attorney General and the Attorney General in the state of the person who commited fraud. Many state’s Attorneys General have special investigative units for internet fraud. You may be able to find a form online to report internet fraud directly to the State Attorney General. To find out how to contact an Attorney General in the 50 USA states, go to the National Association of Attorneys General at this location:


Remember, if the buyer is not paying you, the buyer’s probably not paying other sellers on eBay too. There might be others who will get hurt like you did, if you do not file complaints with the proper authorities and eBay.

It is very important to file a report with the proper authorities and notify eBay, because eBay and the legal authorities can only act if you report it.

If you provide sufficient evidence and file complaints, eBay can suspend the buyer’s registration and the authorities will have what they need to file charges and prosecute.

Seek help and comfort from a friend. You are NOT alone and good people do care!

Post a message on the eBay Q&A Board about your problem and ask for some moral support.

Remember, other eBay users do not want deadbeats and non-paying bidders on eBay either.

* Note About Contacting Other eBay Users:

It may be helpful to contact other eBay users who may be having a similar problem with the same eBay user. It may be very helpful to form a support group with other eBay users who have suffered a similar problem as yours. A group action may be more effective than a single action. Also, information can be pooled about the criminal, which may be helpful in aiding the authorities to track down and prosecute the criminal. Moral support can be provided to others to encourage them to file complaints and reports to legal authorities, as well as other actions that may prevent future fraud.


However, do be careful to not break any of eBay’s rules or do anything to cause you to lose your user privileges with eBay.

Be particularly careful about what you write or state to any third-party user on eBay (who may not keep your correspondence confidential).

Do not make any statements that are untrue or speculative or may endanger you (such as libelous or slanderous statements).